Minutes - Board - 2005-01-12 (2)0".1
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
JANUARY 129 2005
The Board of Directors of the Costa Mesa
CALL TO ORDER Sanitary District met in regular session on
January 12, 2005, at 6:00 p.m. at 628 W.
19th Street, Costa Mesa.
President Ferryman called the meeting to
order at 6:00 p.m.
PLEDGE OF ALLEGIANCE Director Perry led the Pledge of
Allegiance
INVOCATION Director Woodside gave the invocation.
ROLL CALL DIRECTORS PRESENT: Greg Woodside, Art Perry, James
Ferryman, Dan Worthington
DIRECTORS ABSENT: Arlene Schafer, absent and excused
STAFF PRESENT: Robin Hamers, Manager /District
Engineer; Alan Burns, Legal Counsel;
Tom Fauth, Assistant Manager; Joan
Revak, Board Secretary/Program
Manager; Wendy Davis, Treasurer;
Sherry Kallab, Accountant; Denise
Gilbert, Permit Processing Specialist; Ron
Shef, District Ordinance Enforcement
Officer
OTHERS PRESENT: None
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
JANUARY 12, 2005
PAGE 2 •
. ............................... CONSENT CALENDAR . ...............................
Mr. Hamers requested a correction to the motion in the Regular Minutes of
December 9, 2004 under New Container Distribution, page 11, as follows:
Director Perry motioned to approve the no- charge policy for residents who
move into a home where the trash containers have been removed from the
residence, residents who trade in 60- gallon containers for 90 gallon
containers, and the implementation of a confidential form to assist in
determining whether to impose a fee for additional containers for disabled
and low- income residents. Director Schafer seconded. Motion carried 5 -0.
Corrected to show gny container exchange as follows:
Director Perry motioned to approve the no- charge policy for residents who
move into a home where the trash containers have been removed from the
residence, any exchange of a container for a different size, and the
implementation of a confidential form to assist in determining whether to
impose a fee for additional containers for disabled and low- income
residents. Director Schafer seconded. Motion carried 5 -0.
Mr. Hamers also requested a correction to the agenda under "Refunds" to show
there are no requests for refunds.
Director Perry motioned to approve the Consent Calendar with the corrections to
Refunds and the motion for New Container Distribution. Director Worthington
seconded. Motion carried 4 -0.
REPORTS
MINUTE APPROVAL
Minutes of Special The Minutes of the Special Meeting of December 6,
Meeting, 2004, were approved as distributed.
December 6, 2004
Minutes of Recycling The Minutes of the Recycling Committee Meeting
Committee Meeting, of December 7, 2004, were approved as
December 7, 2004 distributed.
Minutes of Regular The Minutes of the Regular Meeting of December
Meeting, 9, 2004, were approved as corrected. •
December 9, 2004
<.<; •.. COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
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JANUARY 12, 2005
PAGE 3
• Minutes of City /District The Minutes of the City /District Liaison Committee
Liaison Committee Meeting of December 17, 2004, were approved as
Meeting, December 17, distributed.
2004
MANAGER'S REPORTS
Refunds There were no refunds requested for the month of
January 2005.
Occupancy Report and The Trash Occupancy Count documented an
Payment of $188,715.99 increase of 20 units for the occupancy report for
to Costa Mesa Disposal — solid waste collection as of January 1, 2005.
January 2005 Therefore, the total for January is 21,231.
Board directed Staff to prepare a warrant for
$188,715.99 to Costa Mesa Disposal on February 1,
2005, for payment for January trash collection based
on the January count of 21,231.
Monthly Spill Report to The Monthly Spill Report to the Regional Water
• Regional Water Quality Quality Control Board (RWQCB) for December
Control Board (RWQCB) 2004 was accepted as submitted.
ENGINEER'S REPORTS
Project Status Report The Project Status Report dated January 2005 was
accepted as submitted.
Minutes of Safety /Loss
Control Committee
Meeting, December 22,
2004
TREASURER'S REPORTS
Financial Report as of
November 30, 2004
The Minutes of the Safety /Loss Control Committee
Meeting of December 22, 2004, were approved as
distributed.
The Financial Report as of November 30, 2004
was accepted as submitted.
Treasurer's Reports as of The Treasurer's Reports as of November 30, 2004
December 31, 2004 was received and filed.
• Warrant 2005 -07 for Warrant Resolution #CMSD 2005 -07 was
January 2004 in the approved, authorizing the President and Secretary
amount of $707,476.57 to sign the warrant and instructing the Treasurer to
COSTA MESA SANITARY DISTRICT
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MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
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JANUARY 12, 2005
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draw a warrant from -the Costa Mesa Sanitary
District General Fund in the amount of
$707,476.57.
Directors Expenses for the Director Compensation and Expense
Month of December 2004 Reimbursement for the Month of . December 2004
were approved. and ratified, respectively, as
follows:
Director Ferryman: $ 510.00 +$3.75
Director Perry: $510.00
Director Schafer: $1,020.00 + 3.75
Director Woodside: $340.00
Director Worthington: $ 1,020.00
.......................... END OF CONSENT CALENDAR ..........................
WRITTEN COMMUNICATIONS
Mr. Hamers presented a letter from Gregory Winterbottom, Chairman of OCTA, •
dated December 28, 2004, requesting ideas and comments for transportation
planning. A Central County Corridor Study Stakeholders Workshop will be held
on January 19, 2005.
Mr. Hamers reported receiving an e -mail from CASA. CASA reported they are in
the process of calculating special district contributions.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
JANUARY 12, 2005
• PAGE 5
PUBLIC COMMENTS
There were no public comments, no public in attendance.
MANAGER'S REPORTS
ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT
REPORTS
DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
Mr. Shef presented the ordinance enforcement summary report covering the
month of December 2004.
Mr. Shef's summary report contained the following information:
• 15 flyers given to residents and 3 containers oversprayed and ID
tagged
Mr. Fauth provided an update to the Approved Standardized Container
Requests to date. Mr. Fauth reported additional containers are needed to
be able to service residents.
• Ms. Davis suggested a Staff Report be prepared and a budget adjustment
approved by the Board.
Ms. Davis reported there is still money in the current budget for containers.
Mr. Fauth will order containers within the amount left in the current budget,
subject to the District's purchasing procedures.
CMSD STRATEGIC PLAN
YEAR 2003/2004 ACTION ITEMS
Mr. Harriers presented an action idea list for the 2005 Strategic Planning
Meeting.
Director Perry motioned to receive and file the list. Director Woodside
seconded. Motion carried 4 -0.
Director Worthington provided additional items to the action idea list for
the 2005 Strategic Planning Meeting:
• Waterless urinals
■ Review of policies affecting the Board
■ Attendance at CSDA and CASA conferences by Management and
• Staff
■ New hires on different basis than original hires
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COSTA MESA SANITARY DISTRICT r
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J ANUARY 12 2 005
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Director Woodside motioned to add the additional items to the list.
Director Perry seconded. Motion carried 4 -0.
NEW DISTRICT HEADQUARTERS
BUILDING EXTERIOR AND REMAINING INTERIOR IMPROVEMENTS
OPEN HOUSE
Mr. Hamers requested the Board determine which of the exterior and
remaining interior improvements they would like to have completed
before the Open House as well as a list of suggested people to invite.
President Ferryman suggested a map of the district and possibly a
permanent sign.
Director Worthington agreed with a District map and suggested the
previous Board member photographs be used.
Mr. Burns suggested static displays of valves or diagrams and pictures
of grease in pipes. •
Mr. Hamers suggested pictures of the Staff during the normal course of
operation — sewer workers, etc.
The Open House will be held on February 24, 2005 from 4:00 to 7:00
p.m.
Mr. Fauth presented preliminary plans to have the CMSD closed every
other Friday for the Board's consideration at the Strategic Planning
Meeting.
A Strategic Planning folder will be given to each Board member to
review prior to the Strategic Planning Meeting.
Mr. Fauth reported meeting with a representative of the SDRMA to
point out items of potential exposure to the District.
COSTA MESA SANITARY DISTRICT
� MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
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JANUARY 12, 2005
• PAGE 7
RECYCLING REPORTS
WASTE DIVERSION REPORT - NOVEMBER 2004
Ms. Revak presented the Waste Diversion Reports for December 2004
showing a 50.77% diversion rate. Director Woodside motioned to receive
and file the Waste Diversion Report. Director Perry seconded. Motion
carried 4 -0.
CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL
PAYMENT FOR DECEMBER 2004 SERVICES
Director Perry motioned to approve contract payment to CR Transfer for
recycling services and disposal for the month of December 2004, subject to
reconciliation. Director Woodside seconded. Motion carried 4 -0.
RECYCLING COMMITTEE - MONDAY JANUARY 10 2004 - 12:00 P.M. CMSD
BOARDROOM. 628 W. 19TH STREET COSTA MESA DIRECTORS WOODSIDE AND
FERRYMAN
• STRATEGIC PLANNING 2004 - PUBLIC OUTREACH - CLASSROOM RECYCLING
PROJECTS
Director Woodside reported Mr. Fauth held a vermi- composting program for
the Master Gardeners' Program at the Fairgrounds. Mr. Fauth has
additional programs scheduled for the same organization.
TELEPHONE BOOK RECYCLING PROGRAM WITH SCHOOLS
The School Telephone Book Recycling Program ran from November 17
through December 29, 2004. Totals will be provided at the February 10,
2005 Board meeting.
CHRISTMAS TREE RECYCLING PROGRAM
Ms. Revak reported Christmas trees will be picked up between December
27, 2004 and January 14, 2005. The results will be tabulated and reported
to the Board at the February 10, 2005 Board meeting.
PUBLIC RESTROOMS
Director Woodside reported he will discuss the opportunity with the principal
• at his children's school to let him know about the program.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
JANUARY 12, 2005
PAGE 8
Mr. Fauth will continue to work as a liaison to the school district regarding
information on the program.
REVIEW OF DISTRICT RECYCLING PROGRAMS
Director Woodside provided a list of draft goals for the Recycling Committee
for 2005/2006.
Discussion was held regarding the possibility of providing recycling
programs to high school students such as trips to a recycling center, etc.
ENGINEER'S REPORTS
WASTE DISCHARGE REQUIREMENTS — (WDR)
GENERAL UPDATE
Mr. Hamers reported all cities were required to submit their grease control
programs by the end of December 2004. Mr. Hamers reported CMSD
submitted their program as did most other cities.
GREASE CONTROL PROGRAM DEVELOPMENT
PROJECT No. 174 - AGREEMENT WITH EEC
Mr. Hamers reported the documents were agreed upon by the Board and
submitted to the Water Quality Control Board. The District is now in the
implementation stage with plans to execute the program being prepared.
USE OF OCHCA INSPECTORS
Mr. Hamers provided an update to the Board on the use of OCHCA
Inspectors. Mr. Hamers reported 18 of the agencies agreed in concept to
ask OCHCA to provide the one -time per year inspection. In a letter from
Robert Ghirelli, Director of Technical Services, Orange County Sanitation
District, to William Mahoney, Assistant CEO, County of Orange, Mr. Ghirelli
asked the County to put the item in their budget and inform the agencies of
what is required to move the process forward. Mr. Hamers said he has not
heard anything back yet.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
JANUARY 12, 2005
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CONSIDERATION OF CHARGES TO FOOD SERVICE ESTABLISHMENTS
Mr. Hamers requested the Board consider approving the charges in concept
without the actual fees to enable the software programmers to put it into the
current software package in anticipation of the program being put into use.
Discussion was held regarding the level of charges for different types of
establishments.
Director Perry motioned to approve option 4D, in concept, to allow for the
input into the computer software. Director Woodside seconded. Motion
carried 4 -0.
COOPERATIVE PROJECTS GRANT APPLICATION TO OCSD
Mr. Hamers reported OCSD discussed the District's eligibility for the program.
Mr. Hamers communicated with Mr. Jim Herberg who agreed the District's
inflow is significant and will determine how to proceed under the grant program.
REPORT ON EMERGENCY OR NON -BID SEWER WORK
is Mr. Hamers provided a report on emergency work done on the 23rd street pump
station.
TREASURER'S REPORTS
BOARD OF DIRECTORS EXPENSE REIMBURSEMENT ORDINANCE
Director Worthington suggested mileage be reimbursed for travel to meetings
outside of Orange County only.
Discussion was held.
The Board decided to continue discussion on this item when all Board
members are present.
RESOLUTION NO. 2005 -699 AUTHORIZING THE DISPOSITION OF DISTRICT ASSETS
Ms.' Davis suggested the District consider auctioning off of older unused office
furniture.
Ms. Davis presented Resolution No. 2005 -699, A RESOLUTION OF THE
• BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT,
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
JANUARY 12, 2005
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COUNTY OF ORANGE, CALIFORNIA, AUTHORIZING THE DISPOSITION
OF DISTRICT ASSETS.
Mr. Fauth reported the District also has some outdated computer equipment
and suggested they add CRTs to the list of items to be disposed.
Director Perry motioned to adopt Resolution No. 2005 -699, Authorizing the
Disposition of District Assets with the addition of CRTs. - Director Worthington
seconded. Motion carried 4 -0.
ATTORNEY'S REPORTS
CITY /DISTRICT OPERATING AGREEMENT
Mr. Burns reported there are some issues on indemnification in the proposed
City /District Operating Agreement.
Mr. Burns provided a background to the Board. The issue is currently with
the City Council and City Manager.
Board directed Staff to prepare a letter for Board President's signature to
request a response from the City of Costa Mesa by February 8, 2005. is
CITY /SANITARY DISTRICT CONFLICTS - CAL JUR REFERENCE
Mr. Burns provided a copy, of the California Jurisprudence reference for
City /Sanitary District Conflicts that was spawned out of the Home Gardens v
City of Corona case.
A copy of the article, 27B Cal Jur 3d `Drains and Sewers' Section 36, was
distributed to the Board.
LOCAL MEETINGS
ORANGE COUNTY SANITATION DISTRICT (OCSD)
REGULAR MEETING - DECEMBER 15, 2004 (DIRECTOR FERRYMAN
Director Ferryman attended the OCSD meeting and reported the following:
• SAWPA agreement extended
• Director Ferryman to go to Washington DC to raise funding
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
JANUARY 12, 2005
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INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC)
Director Worthington attended ISDOC meeting and reported the following:
• Director Worthington an at -large voting member for ISDOC
• Senator Ortiz considering running for vacant congressional seat
LOCAL AGENCY FORMATION COMMISSION (LAFCO)
Director Schafer was not in attendance to provide a report.
President Ferryman reported he read in the newspaper about the City of
Costa Mesa vote not to exclude West Santa Ana Heights from its sphere of
influence.
CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA)
CSDA WORKSHOP, STAYING IN COMPLIANCE, FEBRUARY 4, 2005, PALM SPRINGS
Ms. Revak provided information on the CSDA Workshop, Staying in
• Compliance, to be held on February 4, 2005 in Palm Springs. Directors
Worthington and Perry expressed an interest in attending the workshop.
Director Woodside motioned to approve attendance at the CSDA workshop
for Directors Worthington and Perry. President Ferryman seconded. Motion
carried 4 -0.
CALIFORNIA ASSOCIATION OF SANITATION AGENCIES
ANNUAL MEMBERSHIP DUES IN THE AMOUNT OF $2,312.22
President Ferryman requested a motion to ratify payment of $2,312.22 for
Annual Membership Dues to the California Association of Sanitation
Agencies.
Director Worthington motioned to ratify payment of $2,312.22 for Annual
Membership Dues to the California Association of Sanitation Agencies.
Director Perry seconded. Motion carried 4 -0.
MEETINGS OF: COSTA MESA CITY COUNCIL OCCOG WACO CHAMBER OF
COMMERCE
• There was no report presented.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
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PAGE 12
OLD BUSINESS
There was no old business discussed.
NEW BUSINESS
STRATEGIC PLANNING WORKSHOP - JANUARY 21 AND 22 2005
Mr. Hamers reported Board members will receive a folder to review in
preparation for the Strategic Planning Workshop of January 21 and 22, 2005.
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Director Worthington reported he and Director Perry had a very educational trip
to the Frank R. Bowerman Landfill and highly recommends the experience.
Director Perry suggested it would be a very educational trip for high school
students.
ADJOURNMENT
At 7:46 p.m., President Fer man adjourned the meeting.
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SECRETARY PRESIDENT
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